Advancement Operations Officer

Date Posted: 09/11/2026
Req ID: 50144
Faculty/Division: Faculty of Applied Science & Engineering
Department: FASE: Advancement
Campus: St. George (Downtown Toronto)
Position Number: 00019918
Existing Vacancy: Yes

Description:

About us:

The Office of Advancement seeks to sustain and enhance the University’s academic mission, leadership, and worldwide impact, by engaging alumni and private-sector stakeholders in the mission of the University. We seek to build mutually beneficial relationships of increasing value and satisfaction over time while seizing new opportunities to strengthen our role in civic and global society, provide a transformational undergraduate learning experience, pave the way for game-changing startups and new industries, drive breakthroughs in health care, and create the knowledge that illuminates humanity. Together, we reimagine the world.

Your opportunity:

As the Advancement Operations Officer, you will play a pivotal role in supporting fundraising, donor engagement, and alumni relations initiatives within the Faculty of Applied Science & Engineering. This highly collaborative position serves as the operational backbone of the advancement team, supporting prospect and stewardship activities, managing critical data and records, supporting senior staff, and supporting the seamless execution of donor relations and alumni events and priorities. The incumbent will also support the team with invoice and expense processing and other administrative tasks.

The ideal candidate is an organized, detail-oriented professional who enjoys building positive relationships, and is passionate about helping advance the faculty's philanthropic goals through exceptional administrative, operational, and data management support.

Your responsibilities will include:

• Responding to inquiries from donor and alumni and escalating as necessary
• Coordinating meeting schedules, agendas, materials, action and follow-up items, and resolves scheduling conflicts
• Determining logistical details and activities for development activities, including intake of donation cheques, mailing campaigns, conducting outreach calls, and drafting correspondences to donors
• Performing data management tasks including: data entry, collating and organizing data for reports, updating and maintaining database records, and verifying donor records are coded correctly
• Performing financial responsibilities by submitting expense reimbursements, verifying invoices, reconciling purchasing card statements and procuring office supplies
• Arranging accommodations including; booking rooms, audio-visual, catering, couriers
• Maintaining supply levels for office supplies

Essential Qualifications:

• Advanced College Diploma in a related field, or an acceptable equivalent combination of education and experience
• Minimum three (3) years of demonstrated experience providing front line administrative support and customer service in a university, not-for-profit, fundraising or similar environment
• Experience maintaining senior staff calendars, coordinating meeting schedules, agendas, materials, action and follow up items, resolving scheduling conflicts and responding to inquiries from a wide variety of stakeholders
• Demonstrated experience collating and organizing data for reports, as well as identifying and resolving data anomalies and discrepancies
• Demonstrated experience fostering positive relationships with internal and external stakeholders
• Experience submitting expense reimbursements in Concur (or similar expense reimbursement platform)
• Experience maintaining and updating administrative processes
• Experience with updating and maintaining Arbor, or similar CRM platform
• Proficiency with MS Office Suite (Word, Excel, SharePoint)
• Knowledge of fundraising processes
• Knowledge of the advancement profession combined with an understanding of the University’s advancement programs
• Professional demeanor with a strong customer service orientation and effective interpersonal skills
• Excellent oral and written communication skills. Strong commitment to accuracy and attention to detail
• Excellent organizational skills, time management and problem-solving skills with the ability to meet conflicting priorities and balance multiple projects
• Demonstrated commitment to equity, diversity, inclusion and the promotion of a respectful and collegial learning and work environment
• Ability to work independently, show initiative and exercise diplomacy and good judgment, and also the ability to work cooperatively
• Proven effectiveness in relating to all levels of faculty, staff, students and individuals external to the University

Assets (Nonessential):

• Experience with the University’s financial policies, procedures, and guidelines

To be successful in this role you will be:

• Communicator
• Goal oriented
• Intuitive
• Organized
• Problem solver

Closing Date: 09/21/2026, 11:59PM ET
Employee Group: USW
Appointment Type: Budget - Continuing
Schedule: Full-Time
Pay Scale Group & Hiring Zone:
USW Pay Band 08 -- $63,963. with an annual step progression to a maximum of $81,797. Pay scale and job class assignment is subject to determination pursuant to the Job Evaluation/Pay Equity Maintenance Protocol.
Job Category: Administrative / Managerial

Lived Experience Statement
Candidates who are members of Indigenous, Black, racialized and 2SLGBTQ+ communities, persons with disabilities, and other equity deserving groups are encouraged to apply, and their lived experience shall be taken into consideration as applicable to the posted position.

Job descriptions are available upon request for internal applicants.